JOB OVERVIEW

The Assistant Manager Administration is responsible for ordering, handling supply chains, and distribution, and makes sure that goods are delivered on time. This job works closely with the Vehicle Sales Manager and is responsible for overseeing various administrative tasks and providing administrative support, including coordinating deliveries and managing shipping documentation.

KEY DUTIES AND RESPONSIBILITIES

• Order vehicles in the factory ordering system and check the specifications and productivity daily.

• Track orders, correct discounts and ensure timely deliveries.

• Supervise the preparation of shipping documents including invoices, purchase orders and bills of lading.

• Coordinate the supply chain procedures to maximise the quality of delivery.

• Supervise schedule for drivers and administrative employees.

• Maintain and update records of orders, suppliers, and customers.

• Oversee the warehouse stock levels, prepare stock movement analysis, and discuss with the Sales Manager for placing orders as needed.

• Prepare reports, presentations, and other documentation as needed.

• Maintain and update company databases, records, and filing systems.

• Oversee day-to-day office operations and ensure efficient functioning.

• Coordinate office supplies and equipment procurement, ensuring their availability.

• Monitor and maintain office inventory, including stationery, supplies, and equipment.

• Collaborate with vendors, suppliers, and service providers to ensure timely and satisfactory service delivery.

• Manage factory and supplier orders to ensure timely delivery.

• Supervise the costing of vehicles and invoicing process.

• Supervise the Demo Vehicle Movement process.

• Supervise Stock Maintenance.

• Manage tender related admin requirements.

• Facilitate effective communication between different departments, teams, and external stakeholders.

• Coordinate and distribute internal communications, memos, and announcements.

• Act as a liaison between employees, managers, and external parties, handling queries and providing assistance.

• Identify areas for process improvement within the administrative functions and recommend solutions.

• Develop and implement efficient administrative procedures and best practices.

• Streamline workflows and automate processes where possible to enhance productivity.

• Uphold company values throughout business practices and utilise sound judgment in decision making.

• Any other additional duties as may be required by management based on needs of the business.

POSITION REQUIREMENTS

• A minimum of 5-7 years working experience in a similar role.

• Proven experience in an administrative or office management role.

• Relevant bachelor’s degree in related field.

• Excellent organisational and time management skills.

• Strong attention to detail and accuracy.

• Basic accounting knowledge.

• Proficient in MS Office Suite (Word, Excel, PowerPoint) and other relevant software applications.

• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

• Self-motivated, proactive, and able to work independently as well as part of a team.

• Familiarity with automotive industry operations and/or experience in a similar role would be advantageous.

• Excellent interpersonal and communication skills, with the ability to collaborate effectively with internal teams, suppliers, and customers.